Frequently Asked Questions
Q: How can counties confirm whether they are scheduled for training?
A: To confirm whether a county is scheduled for training, reach out to the respective workgroup based on the activity type. For Forms or Reports activities, contact the CARES Analytics Transition (CAT) Workgroup at osicwdsanalyticstransition@osi.ca.gov or the CARES Forms Workgroup at otsicwdscaresforms@otsi.ca.gov.
Q: Can the Project send a formal communication to County Implementation Teams explaining the limitations of Word forms?
A: The Project will ensure this message reaches form developers and the target audience and will consider sending the communication to a wider audience.
Q: Is there a limit to the number of Health and Education Passports (HEPs) that can be created and kept in CWS-CARES?
A: No, there is no limit. The document list shows the date and time of each document, allowing the user to see HEPs generated on different dates and at different times.
Q: Can multiple people chart in CWS-CARES at the same time?
A: Yes, as long as they are not performing exactly the same process. CWS-CARES treats the areas as separate records.
Q: What happens when "confidential" is selected in a health record?
A: When "confidential" is selected, the record is excluded from the Health and Education Passport (HEP) when it is generated and will not auto-populate into the HEP, similar to CWS/CMS. The information icon notes that, when checked, the health record will not display on the HEP.
Q: How are medication allergies documented in CWS-CARES, and is there an "Other" option?
A: Allergies are organized by type: Airborne, Drug/Medication Allergy, Food Allergy, Insect, Skin Allergy, or Other. When a user selects Drug/Medication, they are prompted to enter more detailed information about the specific allergy. Based on the allergy type, an additional subtype field enables; for example, Food Allergy offers subtypes including Celiac Disease, Eggs, Fish, Food Sensitivities, Milk and Dairy, Peanuts, Sesame, Shellfish, Soy, Tree Nuts, Wheat, and Other.
Q: If a service provider is not listed locally, can users manually enter them, and where does a county's provider list originate?
A: In each health record, CWS-CARES asks whether the provider is in the Resource Management Directory. If not, the user can manually document the provider information; however, that information will not be added to the Resource Management Provider Directory. To change the Resource Management Provider Directory, the user would work with their County Single Point of Contact (SPOC).
Q: How are required fields identified in CWS-CARES?
A: Required fields are identified by a red asterisk.
Q: Will the "also known as" (AKA) field be available and editable, and is it on the case record or exclusive to the Health and Education Passport (HEP)?
A: The "also known as" (AKA) field is part of the person record under Other Names, where the user can capture AKA, preferred name, and similar information.
Q: Why is the child's Social Security Number (SSN) automatically included in the Health and Education Passport (HEP)?
A: There is a field on the Health and Education Passport (HEP) to capture the Social Security Number (SSN); however, if the SSN is not captured in CWS-CARES, it will not auto-populate into the HEP. This is not the physical Social Security card.